Job Details

Job Description
The Facility Maintenance Coordinator Assistant provides support to the facilities management department with administrative and clerical services in a competent and professional manner. The role requires the ability to manage a number of tasks simultaneously while meeting deadlines with good organizational and interpersonal abilities.
Responsibilities
* Assist Maintenance Coordinator, (MC), to receive incoming work requests from client and enter data into Computerized Maintenance Management System (CMMS) system to generate work orders.
* Tracks and maintains records of actual costs of labor, material expenditures, and subcontractor invoices to ensure accurate billing.
* Assist MC to dispatch work orders to appropriate technician/subcontractor as directed by the NMS General Manager.
* Assist MC with overall management of data in the CMMS system, generating necessary reports, entering equipment data, and preventive maintenance schedules into the system.
* Prepare schedules of work orders weekly as requested by the client and modify as needed daily pending changes, emergency and urgent work requests. Modify/update daily or as needed due to personnel changes, etc.
* Processes subcontractor invoices.
* Reviews credit card reports for accuracy and correct coding.
* Processes accounts payable transactions utilizing accounting software.
* Communicate work to be accomplished with unit GM, facilities technicians, client, and all customers of the client daily.
* Enters cost data and invoices into computerized maintenance management system.
* Makes staff travel arrangements and hotel accommodations.
* Tracks and manages subcontractor insurance certificates, ensuring that all utilized subcontractors have appropriate levels of insurance that are up to date and in force.
* Prepares and reviews Independent Contractor Agreements.
* Creates reports, correspondence, graphs, charts, and statistics.
* Creates various database reports as required.
* This position has no supervisory responsibilities.
* Other duties that are pertinent to the department or unit's success also may be assigned.
Qualifications
* High School Diploma or GED Equivalent.
* Preferred two (2) years of experience in Facilities management or maintenance preferred.
* Minimum two (2) years of Administrative experience.
* Minimum one (1) year experience in processing invoices and allocating costs to correct GL code.
* Occasional travel to various sites for inspections, data collection, etc
* A valid Driver's License and an acceptable driving record for the past three (3) years to be eligible under NMS' vehicle insurance policy.
* Working knowledge of Computerized Maintenance Management System (CMMS) Software.
* Intermediate skills in Microsoft Word, Excel, and PowerPoint.
* Knowledge of OSHA's rules/regulations for both maintenance & construction.
* Decent understanding & experience in Facility Maintenance.
* Knowledge of construction materials terminology and supplies.
* Ability to read and interpret blueprints, schematics, etc.
* Good written and verbal communication skills.
* Safety conscious.
* Good 'people' skills, personable, and professional.
* Reliable, versatile, well-organized, disciplined, and self-starter.
* Must be fluent in speaking, reading, and writing English.
Background position ranking skill levels
Language skills sufficient to:
Read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Write routine reports and correspondence.
Math skills sufficient to:
Add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Reasoning abilities sufficient to:
Solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Working Conditions and Physical Requirements
Weather: Outside weather conditions; extreme cold; extreme heat; and vibration
Noise level: Moderate to Loud.
Weather: Indoors - environmentally controlled; requires most or all work to be done inside.
Noise level: The noise level in the work environment is usually that of a standard office atmosphere.
Description of environment: Standard office environment
Physical requirements: Employee is required to lift and/or move up to 25 lbs. Frequently required to sit, stand, walk, use hands/fingers to handle or feel, climb, stoop, kneel, crouch or crawl, talk/hear, see, taste/smell, and carry weight/lift.
Travel: 10%
ng mechanical parts. The employee is regularly exposed to risk of electrical shock, and/or occasionally exposed to wet and/or humid conditions; high, precarious places; fumes or airborne particles